Requirement
For one of our clients operating in the customs shipping sector, managing customs files had become increasingly complex due to the high volume and wide variety of documents involved.
Critical information had to be gathered from documents received from multiple international stakeholders—such as House Bills of Lading (HBL), Air Waybills (AWB), packing lists, and insurance certificates—often provided as low-quality scans. Data was then manually entered into the company’s management system, resulting in operational delays, a high risk of errors, and limited process visibility.
Once customs clearance activities were completed, all documentation was archived in paper files and stored in physical folders, making document retrieval cumbersome and archive management inefficient.
The company’s goal was to launch a digital transformation initiative by automating document capture and information management, reducing manual data entry, improving operational efficiency, and making customs files easily accessible and searchable.
Solution
Using ARXivar Document & Workflow Platform, integrated with Microsoft Azure AI Services, the entire customs document management process was digitized and automated.
Custom recognition models were configured to automatically identify and extract information from both structured and unstructured documents received from the various parties involved in the process. For standard documents—such as those issued by government authorities or generated by the ERP system—the Spool Recognition Pro functionality was implemented.
Extracted data automatically feeds ARXivar workflows, which manage case creation and guided data completion, dramatically reducing the need for manual input. Employees only need to review extracted information and complete any missing details when necessary.
The solution also enables the automatic generation of reports and customized printouts, supporting both operational activities and reporting requirements.
All documents are automatically linked to the relevant customs case and organized into digital files. This has made it possible to centralize information within a single digital repository that can be easily searched and accessed through advanced search tools and customized views. The platform is also fully integrated with corporate email systems, allowing documents to be captured directly in digital format.
Results
The implementation significantly transformed customs file management, improving efficiency, control, and service quality across the organization.
Key Benefits
- Significant reduction in manual data entry through automated document data extraction.
- Faster case creation and processing times.
- Fewer operational errors thanks to guided and automated workflows.
- Elimination of paper-based filing and simplification of document management processes.
- Automatic acquisition of documents from email systems, removing the need for printing.
- Centralized storage of information in a single, easily accessible digital archive.
- Faster access to operational documents and information.
- Improved real-time tracking of shipments and customs procedures.
- Greater visibility into the profitability of individual operations.
- Enhanced customer service through immediate access to up-to-date information.
Soluzioni e Management Network
For more than twenty years, Soluzioni e Management Network Srl has supported companies and professionals on their journey toward growth and digital innovation, providing software solutions, specialized consulting, and tailored IT services. Our mission is to turn technology into a practical tool for improving efficiency, organization, and competitiveness.
Through a consultative approach, we analyze each customer’s specific needs and identify the most effective solutions to optimize business processes and support growth. Our expertise spans ERP systems, document management, privacy compliance consulting, hardware and software infrastructures, as well as communication and mobile working solutions.
The experience we have built over the years, combined with the expertise of our team, enables us to deliver reliable, high-quality support, guiding organizations through every stage of their digital transformation journey with professionalism, innovation, and a strong focus on results.